On this form, you can enter a batch of multiple documents or transactions with certain common factors, such as the branch, currency, transaction date, and post period. For each document in the batch, you must enter the transaction code, which represents the document type in a particular subledger and which is defined on the Voucher Entry Codes (GL106000) form. In addition to the transaction code, you enter only the required information for each document, by summary or with line details (if needed). While adding each document to a batch, you can apply it to payments or apply payments to it, depending on the document type.
When you release a batch created on this form, the system generates and releases actual documents of the specified types in the general ledger or in the accounts payable, accounts receivable, or cash management subledger.
If the approval of AP bills has been configured—that is, if the Approval Workflow feature has been enabled on the Enable/Disable Features (CS100000) form and approvals have been activated (and an approval map has been specified) for the document type on the Approval tab of the Accounts Payable Preferences (AP101000) form, the system will display an error message when you try to release AP bills that are included in a batch on the current form. To process AP bills, you should use the Bills and Adjustments (AP301000) form.
The form toolbar and More menu include the buttons and commands described below.
The Summary area contains summary information about the batch, such as the branch the documents are associated with, the batch date, the posting period, the batch debit and credit totals, and the currency of the included documents and transactions.
You use the Transactions tab to enter information about the accounts payable, accounts receivable, and cash management documents and the general ledger transactions for which the system will generate appropriate documents and transactions in the respective subledgers when this batch is released. Once you select a document type by specifying the transaction code, the columns specific to this document type will be available, and the columns that are not used for documents of this type will be unavailable.
In each row, you also enter the settings that will be copied to the Summary area of the document on the appropriate form, including the line total (the document amount with tax amounts included) and the line subtotal (the document amount before taxes are calculated). To provide the details of the individual lines of the document, select the Split check box; this keeps the summary settings for the document on the existing row and makes it possible to add rows with information about document lines. For more details, see To Add Documents to a Document Batch.
The table toolbar includes the buttons described below.
This dialog box opens if you click a row and then click Show Taxes on the table toolbar of the Transactions tab. The dialog box shows the list of taxes that apply to the selected document. The dialog box has the following elements.
This tab contains two tables that you can use to apply the checks or prepayments available in the batch to the accounts payable documents in the same batch or to documents available in the system. For details, see Applying Payments to the Documents in the Batch.
Make sure you have saved the batch before you start applying the payments to the documents. The newly added documents will not appear on this tab until they are saved with the batch.
This table displays the accounts payable payments available in the batch. In this table, you select a payment by clicking the applicable row before you select a document (to which you apply the payment) in the Documents to Apply tab. All the columns in this table are read-only.
The table toolbar has only standard buttons.
You use this table to select the documents to apply to the payment selected in the Payments table of the tab.
This tab contains two tables that you can use to apply the payments or prepayments available in the batch to the accounts receivable documents in the same batch or to documents available in the system. For details, see Applying Payments to the Documents in the Batch.
This table displays the Accounts Receivable payments available in the batch. In this table, you select a payment by clicking the applicable row before you select a document (to which you apply the payment) in the Documents to Apply tab. All the columns in this table are read-only.
This tab shows the general ledger transactions that have been automatically generated for the documents included in the batch when these documents were released. All columns in this table are read-only.